Terms and conditions are a set of rules and guidelines that a user must agree to in order to use a product or service. They outline the rights and responsibilities of both the user and the provider, and often include information about payment terms, warranties, liability, and dispute resolution. Terms and conditions are intended to protect both parties and to ensure that everyone understands what is expected of them.

📄 TERMS & CONDITIONS — DE VILLIERS PHOTOGRAPHY

Last updated: 8th of June 2026

These Terms and Conditions (“Agreement”) govern all photography and related services (“Services”) provided by De Villiers Photography (“Supplier”, “we”, “us”, “our”) to the individual or organisation commissioning the Services (“Customer”, “you”).
By paying the Booking Fee, you confirm acceptance of this Agreement and enter into a legally binding contract.

1. Definitions

Booking Fee – A non‑refundable payment required to secure the booking.
Cooling‑Off Period – A statutory 14‑day cancellation period for qualifying distance contracts.
Event – Any occasion, session, or assignment for which the Services are commissioned.
Fee(s) – The total charges payable for the Services, as outlined in the Quote and Booking Confirmation.
Force Majeure – Circumstances beyond reasonable control preventing performance.
Quote – A cost estimate that becomes binding once the Booking Fee is paid.
Services – Photography, post‑production, digital delivery, printed products, or any additional services agreed.
Personal Licence – A limited licence for personal, non‑commercial use of delivered images.
Commercial Licence – A licence permitting business, promotional, editorial, or advertising use.

2. Booking Process

A Quote does not constitute a contract.
A booking is confirmed only when:

1. The Booking Fee (50% of the total quoted amount) is paid, and

2. These Terms & Conditions are accepted.

The Booking Fee is non‑refundable except where required by law (e.g., during the Cooling‑Off Period).

Bookings made within one month of the Event require full payment immediately.

3. Cooling‑Off Rights

Customers booking remotely (online, email, phone) may cancel within 14 days of paying the Booking Fee.

The Cooling‑Off Period does not apply to:

• Events occurring within the Cooling‑Off Period

• Digital content delivered immediately

• Custom or personalised work

• Urgent or time‑sensitive bookings

If you request early performance, you acknowledge that cancellation rights are waived once work begins.

4. Fees & Payment Terms

• The Final Balance is due no later than one month before the Event.

• Additional Services requested after booking may require immediate payment.

• Services requested during or after the Event must be paid immediately.

Failure to pay may result in cancellation without refund.

5. International Travel & Overseas Assignments

For Events outside the UK, the Customer is responsible for:

• Flights

• Accommodation (minimum 3‑star)

• Transfers

• Visas and permits

• Insurance

• Reasonable meals

Travel days may be charged as billable days.
All travel costs must be paid in advance and are non‑refundable once booked.

6. Overseas Deposit Requirements

International bookings require a 50–75% non‑refundable deposit, depending on location and travel requirements.

Delays in paying travel costs may increase prices; all increases remain payable by the Customer.

7. Cancellations & Refunds

Customer Cancellation

• More than 1 month before the Event:
  Refund = Deposit minus expenses already incurred.

• 1 month to 1 week before the Event:
  Refund = Total fee minus 75% of the deposit and expenses.

• Within 1 week of the Event:
  No refund.

Supplier Cancellation

If we cannot provide the Services due to illness, injury, or incapacity, a full refund for the affected portion will be issued unless caused by the Customer or their guests.

Force Majeure

Where Force Majeure prevents performance, we will refund the Customer minus reasonable expenses already incurred.

8. Postponements

If the Event is postponed and we are available on the new date, all monies paid may be transferred.

Fees for the new date will be those in effect at the time of rebooking.

Non‑transferable costs (e.g., travel, venue hire, rentals, permits) remain payable by the Customer.

9. Customer Obligations

The Customer must:

• Ensure appropriate behaviour from all attendees

• Provide accurate information

• Obtain all required permissions for photography

• Ensure safe working conditions

• Provide a meal for Events exceeding four hours

• Provide parking or access instructions where required

Abuse, harassment, or unsafe conditions may result in immediate withdrawal without refund.

10. Supplier Obligations & Artistic Licence

We retain full artistic discretion regarding:

• Style

• Lighting

• Composition

• Image selection

We do not guarantee specific images, poses, or attendance of a particular photographer.

We are not liable for missed photographs due to:

• Weather

• Venue restrictions

• Unwilling subjects

• Delays

• Equipment failure

11. Digital Content Delivery

Digital images are delivered via secure online gallery or file‑sharing.

• Files remain available for 14 days unless extended storage is purchased.

• Customers are responsible for downloading and backing up their files.

• RAW files are not provided unless agreed in writing and may incur additional fees.

12. Turnaround Times

Standard turnaround times vary by service type and will be confirmed in writing.

Rush delivery may be available for an additional fee.

Turnaround times may be extended during peak periods or due to illness, technical issues, or Force Majeure.

13. Printed Products

Printed products are produced by professional third‑party laboratories.

We are not responsible for:

• Colour variations due to screen calibration

• Natural ageing or fading

• Damage caused after delivery

Defects must be reported with photographic evidence within 7 days.

14. Copyright & Licensing

All photographs remain the exclusive copyright of De Villiers Photography.

Personal Licence (included)

Permits:

• Personal viewing

• Personal printing

• Personal social media posting (with credit where possible)

• Sharing privately with family and friends

Does not permit:

• Commercial use

• Editorial use

• Advertising

• Selling or licensing images

• Submission to competitions or publications

• Removing watermarks or metadata

• Uploading to AI training datasets

• Providing images to vendors or suppliers

Commercial Licence (optional)

Available upon request and subject to additional fees.

15. AI Usage

We do not use client images to train AI systems.
We may use AI‑assisted tools for editing (e.g., noise reduction, masking), but final creative control remains human‑led.

Customers may not upload images to AI training datasets or generative platforms.

16. Social Media Usage

We may request permission to share selected images for portfolio or social media use.
You may decline without affecting your booking.

If minors are involved, written consent is required.

You may request removal of images from our platforms at any time.

17. Model Releases

For Events involving identifiable individuals, the Customer is responsible for ensuring all participants consent to being photographed.

For minors, parental or guardian consent is required.

18. Health & Safety

We may refuse or stop shooting if:

• Conditions are unsafe

• Weather poses a risk

• The location breaches legal or venue rules

We are not responsible for hazards at the Customer’s venue.

19. Website Terms of Use

By using our website, you agree not to:

• Copy or reproduce website content

• Use website materials for commercial purposes

• Attempt to access restricted areas

• Introduce malware or harmful code

All website content is protected by copyright.

20. Data Protection & Privacy

We process personal data in accordance with:

• UK GDPR

• Data Protection Act 2018

Your data is used solely for managing your booking and delivering Services.

For full details, please refer to our Privacy Policy and Cookie Policy.

21. Complaints

Complaints must be submitted in writing within 14 days of receiving the final images.

We will respond within 14 days and aim to resolve all issues professionally.

22. Amendments

Requests to amend this Agreement must be made in writing.
Approved amendments may incur an administration fee.

23. Liability

We will exercise reasonable skill and care in providing the Services.

We do not exclude liability for:

• Death or personal injury caused by negligence

• Defective digital content damaging devices

Our total liability is limited to the Fees paid.

We are not liable for indirect or consequential losses.

24. Governing Law

This Agreement is governed by the laws of England and Wales.
Any disputes shall be subject to the exclusive jurisdiction of the English courts.

© De Villiers Photography

All images, branding, and trademarks remain the property of De Villiers Photography.